Agenda Item Wording:
..title
Authorize the City Manager to award an annual contract for RFB 22-23-72 - On Call Electrical Services for Traffic Signal Repairs to A-C Electric Company of Visalia, CA for an amount not to exceed $430,000 per year, with an option to renew annually for up to four (4) additional one-year terms. ..body
Deadline for Action: 12/4/2023
Submitting Department: Public Works
Contact Name and Phone Number:
Nick Bartsch, Public Works Director, [email protected], 713-4052 Department Recommendation:
Staff recommends that Council authorize the City Manager to award an annual contract for RFB 22-23-72 - On-Call Electrical Services for Traffic Signal Repairs to A-C Electric Company of Visalia, CA for an amount not to exceed $430,000 per year, with an option to renew annually for up to four (4) additional one-year terms.
Background Discussion:
The Traffic Safety Division provides routine maintenance and supporting operation of 140 traffic signals and approximately 2,000 overhead streetlights throughout the City. However, in the event of knock downs or damage, the City does not own the necessary and appropriate equipment to lift traffic signal poles in to place or construct new pole foundations when required.
In October 2023, Staff solicited RFB 22-23-72 for On-Call Electrical Services for Traffic Signal Repairs. There are two (2) employees in the Traffic Maintenance Division that provide routine maintenance and supporting operation of street lighting and traffic signals. This contract augments the operation by providing effective, appropriate repair services for traffic signal and electrical disturbances in the public right of way in emergency traffic-safety situations. This response generally takes place after the initial response of the City’s public emergency response services, and the accident site has been cleared by staff. The City does maintain a limited supply of traffic signal poles and equipment, and this contract also requires the contractor to maintain a certain supply of standard replacement equipment to facilitate prompt repair or replacement of damaged property.
On November 14, 2023, bids were received and publicly opened, with only one bid being received. The bid received was submitted from A-C Electric Company of Visalia, CA.
A-C Electric’s bid was submitted on time and met all the RFB’s requirements. A-C Electric has performed numerous projects for the City of Visalia and was the holder of the prior contract before its expiration earlier this year.
Fiscal Impact:
Funding for these services is budgeted within the Traffic Safety Maintenance Division (3126) in the amount of $80,000. While the total bid amount of $430,000 is much higher than the amount budgeted under this account, not all items of work will be performed every year, or necessarily in the quantities estimated. When applicable, restitution will be sought to cover the cost of the repair. Ultimately, the unit prices for individual items of work will be utilized and billed accordingly for work that is performed. Staff will address any budget shortfall within the fiscal year if such occurs.
Prior Council Action:
09/04/2018
Authorize the City Manager to award an annual contract for RFB 17-18-64, On Call Emergency Electrical Services for Traffic Signals and Street Light Repair.
Alternatives:
Reject all bids. City Staff would then be responsible for repair/replacement, rental of equipment, and purchasing additional materials needed for repairs on an emergency basis, taking away from daily routine maintenance duties.
Recommended Motion (and Alternative Motions if expected):
..recommendation
I move to authorize the City Manager to award an annual contract for RFB 22-23-72 – On-Call Electrical Services for Traffic Signal Repairs to A-C Electric Company of Visalia, CA for an amount not to exceed $430,000 per year, with an option to renew annually for up to four (4) additional one-year terms ..end
Attachments:
RFB 22-23-72
Bid Summary
Contract